1. Lesson 3: Epic Basic Appointment Department Appointments Report Checking Out Process

2. Epic Basic Appointment Department Appointments Report Checking Out Process
In this lesson you will learn to:
─ Identify where check out can be accomplished
─ Navigate within the Check Out window
─ Collect other payments
─ Make Follow Up appointments

3. DAR – Checking Out
When a patient has completed their appointment, you can check her out directly from the Appointment Desk window by jumping to the Check Out Patient window. You can also check patients out from other places in Epic, including the Department Appointments report.

4. DAR – Checking Out
Checking Out a patient from the DAR when they have completed their appointment is more efficient than checking out every single patient from the Appointments Desk. It eliminates the need to do a patient search for all patients. Patients with appointments that have been Checked In will appear on the “Status” column as “Arrived”. You can quickly view the report to locate the appropriate patient.

5. You cannot Check Out a patient that has not been checked in.
DAR – Checking Out
You cannot Check Out a patient that has not been checked in.

6. DAR – Check Out Window
The Check Out window reflects the same information as the Check In window.
If a copay was not collected during the Check In process, you can collect it during the Check Out process (follow your practice policies on the copay collection process). In the example below, the Copay due amount of $35.00 and the Copay paid amount of $0.00 indicate the copay has not been collected.

7. DAR – Check Out
If your practice policy is to collect the Copay during Check Out, collect the copay, indicate within the Copay paid the amount received, and list the appropriate source (cash, check, credit card).
List any references for check or credit card payments.
No reference is needed for cash.

8. DAR – Check Out Window
Checking out can be as simple as clicking the Accept button in the bottom right corner of this window. Like on the Check In window, the Check Out window gives you the ability to collect “Other Payments” such as outstanding balances owed to your practice. This button is located on the Activity toolbar.

9. DAR – Other Payment
Selection of the Other Pmt button will allow you to record additional payments to an account such as previous outstanding balances. The options available under Payment and Posting method are based on your security.

10. DAR – Other Payment You are required to complete the following fields:
Department - The department associated with the payment, by default this will be the department of your login. If the payment you are posting is for another department you must change the department here when posting the payment.
Paid – enter the amount for today’s payment.
Payment – “Patient Payment” is the default setting.
Posting method – Automatic to Oldest Self Pay amount is the default setting.

11. DAR – Other Payment You are required to complete the following fields:
Payment Source – enter the source of the payment such as cash or check.
Reference (optional) – enter a reference number such as check number.
Comment - An optional comment associated with the payment may be entered free text.

12. DAR – Other Payment
Upon clicking accept, the Remaining Amount window opens if you have not posted the entire payment amount. The window tells you how much remains to be posted and will assign the post method of Leave Undistributed. Click Accept

13. DAR – Check Out
If a payment was collected, Epic automatically displays a “Print Receipt” window. Click Accept to print. Your printer information should default or you can select from the list.

14. DAR – Check Out Window
Within the Check Out window you can make a follow up appointment. Click on the Follow Up appointment button on the activity toolbar.

15. DAR – Check Out Window
The Make Appointment window appears allowing you to create another appointment based on a provider or parent request. If the patient has any future appointments scheduled, a window will display showing those appointments to prevent making duplicate appointments.
If the parent wants to make an appointment for another child, do NOT use this screen. Use the normal Appointment pathway.

16. DAR – Check Out Window
Once the follow up appointment has been made and accepted, you are automatically returned to the Check Out window to complete the process.
If there are no “Other Payments” to be collected, click on the Accept button in the right lower corner of this window.

17. DAR – Check Out
The patient’s appointment slot now display’s Comp (Completed) within the Appointment Status Column.